Virtual CPA Services for Small Businesses and Individuals, Delivered Online by a Licensed CPA

What a Virtual CPA Firm Is, and What It Is Not

A virtual CPA firm delivers tax and accounting work online instead of across a desk. Some firms call the same model a virtual accounting firm or online CPA services. Documents move through an encrypted portal, meetings happen on video or by phone, and returns are signed electronically.

Virtual describes the delivery method, not a lower tier of service. The CPA license, the engagement letter, and the e-filed return are the same as at an office-based firm. What changes is the commute, the paper, and the drop-off visit.

The model does not promise a lower fee or a faster reply than a local office. What it does offer is a licensed CPA, a secure workflow, and a written scope before any work begins. For a side-by-side look, read the ProAxis vs. local CPA comparison.

Who a Virtual CPA Fits, and Who Should Pick a Local Office

The virtual model works well for most small businesses and individuals. It is a strong fit if:

• Your books are already in QuickBooks Online, or you are willing to move them there.
• You are comfortable uploading documents to a portal and meeting on video.
• You want year-round contact with your CPA, not a once-a-year filing.
• You file in more than one state, or you moved since your last return.
• You run a business from home, on the road, or across several locations.

A local office is the better choice if:

• Your records are mostly paper and you do not want to scan or photograph them.
• You want most meetings face to face, though the CPA can usually visit your office when needed.
• You need representation before the IRS or a state agency. ProAxis refers that work out.

ProAxis would rather say so up front than start an engagement that does not fit. The free consultation exists to settle that question, on both sides, before anyone signs.

Virtual CPA Services Delivered Online

Every service below runs through the same portal, the same video meetings, and the same licensed CPA. None of it requires an office visit.

Monthly bookkeeping and virtual accounting

Bookkeeping is the core of most ProAxis engagements. It is CPA-supervised bookkeeping: monthly books kept in QuickBooks Online and reviewed by a licensed CPA. You get monthly reconciliation, a profit and loss statement, and a balance sheet by the 15th.

Start at the bookkeeping and outsourced accounting hub for scope and pricing. ProAxis also publishes niche bookkeeping pages for:

• Contractors and home-service businesses
• E-commerce sellers
• Medical and dental practices
• Real estate investors
• Law firms

If your books are behind, catch-up bookkeeping rebuilds them before monthly service begins.

Tax preparation for individuals and businesses

ProAxis prepares federal returns and the state returns that go with them. Individual work covers Form 1040, including multi-state, part-year, and equity-compensation returns. Business work covers Form 1120-S for S-Corps, Form 1065 for partnerships, and Form 1120 for C-Corps.

Returns are e-filed. ProAxis is an Authorized IRS e-File Provider. The tax preparation page lists the full scope, and the tax services hub covers everything else.

Tax planning

Tax planning is the part of the engagement that happens before December 31, not after. It covers entity choice, S-Corp election timing, retirement-plan contributions, and estimated payments. The tax planning page explains how the firm approaches it.

Fractional CFO and advisory

Owners who need numbers between filings can add fractional CFO support. That means cash-flow forecasting, margin analysis, and budget work, delivered on the same video cadence. See the fractional CFO page for scope.

IRS notice work under Form 8821

ProAxis is a preparation-focused firm. It reviews IRS notices and prepares responses, back-year returns, and relief requests for you to sign and submit. Transcript access runs under Form 8821, an information-only authorization, never Form 2848.

Form 8821 does not authorize representation. Matters that need representation before the IRS are referred to a representation specialist. The IRS tax resolution page explains what the firm does and does not do.

How a Virtual CPA Engagement Works, Step by Step

Onboarding runs in the same order for nearly every engagement. The goal is to get the firm current on your history before new filing work starts.

1. A free 30-minute call

Reach out through the contact page or call (201) 800-2330. Messages are answered within 2–3 business days. The call is free, with no obligation to engage the firm afterward.

2. A written proposal and engagement letter

ProAxis scopes the work and sends a clear proposal. Both sides sign an engagement letter that sets the scope and fees before any work begins. No content on this website creates a CPA-client relationship on its own.

3. Portal setup, Form 8821, and prior returns

You get a portal invitation and a document checklist built for your entity type. You sign Form 8821 so the firm can pull IRS transcripts and see what was actually filed. The firm reads your last two to three returns and any depreciation schedules.

If bookkeeping is part of the engagement, the firm also checks the books. Most onboardings finish within a week. Engagements that include a bookkeeping catch-up take longer.

4. Year-round work through the portal

After onboarding, work moves through the portal, encrypted document exchange, and scheduled video calls. A 1099 that arrives in May goes into the portal the day it shows up. Clients who prefer the phone are welcome to use it.

Security and the Client Portal

Tax documents carry Social Security numbers, account numbers, and income detail. Plain email was never built for them. ProAxis never asks for sensitive information by plain email.

The ProAxis client portal runs on TaxDome, a practice-management platform built for tax and accounting firms. Files are encrypted in transit and at rest. Logins use one-time email codes by default, and app-based two-factor authentication is available for clients who want it.

E-signatures on IRS forms use knowledge-based identity verification. The TaxDome client app for iOS and Android photographs documents straight into your folder. Everything in your portal folder is downloadable by you, at any time, at no charge.

Portal access is included with every engagement. The client portal page has the first-login walkthrough and the full security detail.

Where ProAxis Works

ProAxis accepts clients in most US states. A CPA licensed in NJ and NY handles federal returns, multi-state allocation, business returns, and bookkeeping.

Federal work is the same from any state. Bookkeeping and fractional CFO work are delivered the same way in Hasbrouck Heights and in Seattle. State returns are confirmed during scoping, before the engagement letter is signed.

The out-of-state and multi-state clients page lists the resident and nonresident state returns the firm prepares. Start there for state-return questions. No office visit is required at any stage.

What a Virtual CPA Engagement Costs

ProAxis publishes its monthly bookkeeping ranges. Fees are fixed monthly and depend on transaction volume, number of accounts, and complexity.

Typical published ranges, not an offer. The final fee is scoped during the engagement and set in the engagement letter.

Tax preparation fees are listed on the pricing page. For the variable-by-variable breakdown, read the 2026 outsourced bookkeeping cost guide.

Comparing bookkeeping against tax-prep fees? See what a CPA costs in NJ in 2026.

Pricing is the same for out-of-state clients. Fees are scoped by complexity, not geography.

How to Evaluate Any Virtual CPA Firm

The questions below apply to any online CPA, including ProAxis. Ask them before you sign, and expect plain answers.

• Who holds the license, and in which states? Verify it with the state board. ProAxis: Dor Israel, CPA, licensed in New Jersey and New York.
• Who does the work? Some providers route you to an account manager. ProAxis: the same licensed CPA stays on your engagement all year.
• What portal do you use, and does it support two-factor authentication? ProAxis: TaxDome, with one-time email codes by default and app-based 2FA available.
• What are your response-time expectations, in writing? ProAxis: messages answered within 2–3 business days, Monday through Friday, 9:00 AM to 5:00 PM Eastern.
• What will the firm not do? ProAxis: it does not represent taxpayers before the IRS and refers that work out.
• Are fee ranges published? ProAxis: monthly bookkeeping ranges are on this page and the pricing page.

The About page lists ProAxis credentials, with verification links for the state licenses, the NJCPA listing, and IRS e-File status.